Outdoor Event Planning Checklist

Outdoor Event Planning Checklist

Planning an outdoor event?

Ask yourself these questions…

1. Will you be serving food, beverage or alcohol at your event?
2. Will you need support from Plant Ops? (tables, chairs, stage, grounds keeping, etc)
3. Will you need a tent?
4. Will you use a fire pit at my outdoor event?
5. Will you have inflatables?
6. Will you need to utilize the sound system?  Will you need production services to support your event? (mics, speakers, amps, etc)
7. Will you sell merchandise at the event?
8. Is the event open to the public? Will children be present without their parents?
9. Will you need security or VPD support?
10. Will you require Traffic and Parking support?
11. Will you be showing a film?
12. Will you be selling tickets for your event?
13. Do you have a backup plan for inclement weather?

All outdoor events hosted by housing staff or student organizations are required to attend the Special Event Registration Meeting.  This meeting is held weekly on Wednesday afternoon beginning at 2:30 p.m. in Sarratt 114.  Once you’ve finalized the needs for your event with your Reservations & Events staff, you will be assigned a time to attend the meeting.

Outdoor events with tents require registration three and a half weeks in advance because acquiring a tent permit from the Metropolitan Nashville Davidson County government takes three weeks. Events requiring other services should be registered at least two and a half weeks in advance to ensure the availability of the required services.

Event Policy Information

1.    Food, beverage and alcohol may be served at your event pending approval.

• Post baccalaureate groups may serve alcoholic beverages to members who are of legal drinking age, if nonalcoholic beverages and food are also provided. All other applicable policies must be observed. (See Chapter 6, “Alcohol and Controlled Substances.”) http://www.vanderbilt.edu/studentorganizations/students-organizations-manual/planning-and-policies
• Undergraduate groups may not serve alcoholic beverages except with the authorization of the Dean of Students or the dean’s designee. Undergraduate students who are of legal drinking age may possess and consume alcohol at events registered and approved for consumption of alcohol. (See Chapter 6, “Alcohol and Controlled Substances.”) http://www.vanderbilt.edu/studentorganizations/students-organizations-manual/planning-and-policies
• In addition to completing the Alcohol Registration Form, student organizations must also attend Host Responsibility Training through the Office of Wellness Programs & Alcohol Education 343-4740.
• If alcohol is authorized, you will need to fence the area, allowing for only one point of entry.  Security will be required.
• Food trucks are not allowed to sell on campus unless they are providing a catering role.  The food trucks would need to park on public streets unless the student organization has purchased the food and the truck is supplying the food free of charge to attendees.
• Ensure you’ve made arrangements with traffic and parking for any special deliveries or parking for catering trucks, etc.
• R&E will place the plant ops request for water source, electrical, bollards removed for deliveries, etc.  The charges will be billed to your center number by  plant operations separately.

2.   Plant operations requests include items such as tables, chairs, trash cans, recycling bins, grounds keeping, staging, etc.  You will work with the Reservations & Events staff to finalize your needs for the event.  R&E will place the plant ops request for you and the charges will be billed to the center number.  Charges for plant operations are billed separately.   Depending on the scope of your event, you may be required to have grounds keeping service the lawns at the conclusion of your event.

3.   Tents are allowed on all lawns and are great options for backup during inclement weather.  Tents do require additional time, costs and regulations.

• All tents larger than a 10×10 require a permit from the state.  Approx $150 Tents secured by stakes in the ground require the underground utilities marked  – the cost is determined by the size of the area to be surveyed but usually between $250-$600.

4.   Fire pits may be utilized at your event pending approval.

• Plans to use a fire pit on campus must be presented to the Special Event Registration Committee.  Once you’ve finalized the location and details of your event with your Reservations & Events staff, you will be assigned a time to attend the meeting.
• R&E will place the plant ops request for water source and fire extinguisher.  The charges will be billed to your center number by plant operations separately.
• Prior to the event, details of the pit use plans will be forwarded to David Price, VEHS Senior Safety Officer and Vanderbilt Fire Safety Coordinator (email – david.price@vanderbilt.edu).  Pit Location must be reviewed by Vanderbilt Environmental Health and Safety (VEHS).  Provide event details and pit location details to at least 3 days prior to the event.

5.   Rentals/Inflatables  may be utilized at your event pending approval.

• Ensure you’ve made arrangements with traffic and parking for any special deliveries or parking for vendors, etc.
• Rentals/Inflatables  secured by stakes in the ground require the underground utilities marked  – the cost is determined by the size of the area to be surveyed but usually between $250-$600.  Other options would be to secure by weights or water.
• R&E will place the plant ops request for water source, electrical, bollards removed for deliveries, etc.  The charges will be billed to your center number by  plant operations separately.

6.   Audio/Visual

• Two portable sound systems are available to rent for your event.  The system includes one microphone and iPod connection.  These systems are great for announcements or playing background music.
• More sophisticated needs can be met by using Production Services.  They can accommodate requests for sound and lights, video and staging production, or want to stream your event live over the internet?  Production Services is here to help!    With over 60 years combined experience, the Production Services staff will go the extra mile for you and your event.  For more details, go to http://www.vanderbilt.edu/studentcenters/productionservices
• Amplified sound:  Functions or special events which require electronic sound amplification (for musical instruments, stereos, vocal performances, or public address) must be registered with the Special Events Registration Committee and approved by the Dean of Students or the dean’s designee. Electronic amplification may not be used in the vicinity of classroom buildings, the library, the hospital, or apartments for family housing. Use of outside amplification at any event or function held in close proximity to campus residences must involve consultation with the Office of Housing and Residential Education.  See Sound Amplification and Noise

7.   Merchandise Sales/Concessions

• Student organizations may engage in the occasional sale of items for fund raising when the funds are for the use of the organization in its regular activities (including philanthropic efforts) and are deposited into the organization’s University account. Organizations undertaking such sales must comply with University policies regarding the ordering of merchandise, sales tax collection and payment, and licensing.  See Sale, Solicitation and Fundraising http://www.vanderbilt.edu/student_handbook/student-engagement

8.   Public Events/Youth Programs/Minors

• Authorization must be obtained through the Special Event Registration process to hold a social event or other meeting to which persons other than Vanderbilt students, faculty, and staff will be invited.  All minors are required to have a signed permission slip.  This form can be secured from the Student Organizations Office.

9.   Security/VPD

• Security is required for events at which alcohol is present, for large events, and for events open to the general public. Consult your adviser and VPD (322-2745) to determine your specific needs, or inquire at the weekly Special Events Registration Committee meeting.   Depending on the nature of the event, you may be allowed to hire private, third-party security, as opposed to uniformed VPD officers. Both VPD and private security can be arranged through VPD.

10.  Parking

• You can contact the Office of Traffic and Parking for assistance with parking needs related to special events.  Some of the services available are special parking permits for events, barricades and signs for lots and Traffic and Parking officers.
• http://www.vanderbilt.edu/traffic_parking/event-parking-request.php

11.   Films

• Films, videos, or DVDs may not be shown to dorm audiences, clubs, fraternities, sororities, or other organizations, without first obtaining a public performance license.
• Registered student organizations may order films to show on campus.  The motion picture titles shown on the Vanderbilt campus are cleared by the distributors for public performance exhibition.  This means that Vanderbilt has the legal right to show titles before groups of students, faculty, and their friends on campus.  The “home use” versions of these same titles, obtained from video stores, etc., are not cleared by the distributors for public performance use by the University, because proper licensing fees to the copyright owners have not been paid for such use.   http://www.vanderbilt.edu/studentcenters/reservations-events/services/show-a-movie

12.  Ticket Sales – How do I arrange tickets to be sold for my event?

• http://www.vanderbilt.edu/studentcenters/sarratt-student-center/services/ticketmaster-policy

13.  Outdoor Events/Inclement Weather

• We recommend reserving an additional space in the event of inclement weather.  We ask that a decision be made 48 hours in advance.
• A tent is not a good backup plan for inclement weather with high winds, hail or thunderstorms.  As well, we need ample time to secure the tent and appropriate permits so this is not a last minute option.